Meeting & Events Assistant

NATURE OF WORK:

The Meeting & Events Assistant provides comprehensive administrative and logistical support for the planning, coordination, and execution of meetings, conferences, and events. This role ensures efficient day-to-day operations within the department by supporting scheduling, communications, vendor coordination, and event logistics. The position serves as a key operational partner to the Director and meeting planning team and acts as a primary point of contact in the Director’s absence.

TYPICAL DUTIES AND RESPONSIBILITIES:

• Assist in planning and executing meetings, conferences, and events, including scheduling, venue coordination, catering, transportation, and accommodations.
• Prepare meeting materials such as agendas, specifications, rooming lists, and event documentation.
• Manage calendars, schedule appointments, and track deadlines to ensure timely completion of event milestones.
• Serve as a point of contact for internal staff, vendors, exhibitors, and clients; respond to inquiries and coordinate communications.
• Maintain organized records, including contracts, invoices, meeting minutes, and vendor files.
• Coordinate travel arrangements and distribute itineraries for staff and attendees.
• Provide operational support during the Director’s absence, including prioritizing tasks and addressing issues.
• Coordinate National Convention Committee logistics, including scheduling, communications, materials, and reimbursements.
• Support Time and Place Committee logistics, including scheduling and preparation of collateral materials.
• Assist with exhibitor management, including communications, registrations, deliverables, and payment tracking.
• Coordinate vendor relationships, including sourcing, logistics, and service delivery.
• Support post-event activities, including feedback collection, expense reconciliation, and invoice processing.
• Assist with general administrative duties such as filing, supply management, and special projects.
• Coordinate with internal departments (e.g., MarCom, General Services) for event materials and shipping logistics

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:

• Knowledge of event planning processes, administrative procedures, and office operations.
• Strong organizational and time management skills with the ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• Ability to work independently and exercise sound judgment in the absence of direct supervision.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and related software systems.
• Strong attention to detail and accuracy in document and data management.
• Ability to build and maintain effective working relationships with internal and external stakeholders.
• Problem-solving skills and the ability to adapt in a fast-paced, deadline-driven environment.
• Customer-service oriented mindset with a professional and proactive approach

SCOPE OF POSITION:

Position is FLSA non-exempt. 

Reports directly to the Director, Meeting & Events 

This position operates under general supervision and is responsible for coordinating a wide range of administrative and logistical functions that directly impact the success of meetings and events. The role supports multiple stakeholders, including the Director, meeting planning team, vendors, exhibitors, and internal departments. The position has significant responsibility for maintaining operational continuity, particularly in the Director’s absence, and ensuring that event timelines, communications, and deliverables are executed effectively.

WORKING CONDITIONS:

• Primarily operates in a standard office environment.
• Requires frequent use of computers, phones, and standard office equipment.
• Occasional travel may be required to support meetings, conferences, and events.
• May require extended or flexible hours, including evenings and weekends, during peak event periods.

MAJOR ACCOUNTABILITIES:

• Ensure seamless coordination and execution of meetings and events.
• Maintain accurate and organized documentation, contracts, and financial tracking.
• Provide reliable administrative and operational support to the Director and team.
• Serve as an effective communication liaison among internal teams, vendors, and stakeholders.
• Ensure continuity of operations and decision support during the Director’s absence.
• Deliver high-quality customer service to internal and external partners.
• Support successful exhibitor and vendor engagement and management.
• Contribute to continuous improvement through post-event evaluation and feedback processes.

The above duties are general in nature and are not intended to reflect all the duties that may be required of the incumbent.

If not directly listed as a requirement for the position, all employees (if eligible) are encouraged to become members of the VFW. If ineligible for VFW membership, employees (if eligible) are encouraged to join the VFW Auxiliary. Additionally, all employees are encouraged to actively promote the benefits of membership in the VFW and VFW Auxiliary to others who qualify.

The VFW National headquarters offers a competitive salary commensurate with experience, along with a comprehensive benefits package, including health insurance, retirement plans, and paid time off.

*This position is not eligible for relocation assistance*

Salary : $51,165 - $74,189